Administrative Support Supervisor Job at Cook Inlet Tribal Council Inc in Anchor

COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

Job Title: Administrative Support Supervisor

Department: Financial Assistance Department (FAD)

Reports To: Administrative Support Manager

Supervises: Administrative Assistants I-IV

FLSA Status: Exempt

Pay Grade: E4

Job Type: Full-Time, Regular

AKBCU: Yes ICPA: Yes

General Function:

The Administrative Support Supervisor shall provide high level administrative support to FAD as well as supervise and oversee Administrative Assistants I-IV.

Duties and responsibilities:

• Provide administrative and operational support to all programs within FAD.
• Assist with coordinating and organizing team activities and meetings as directed by the Administrative Support Manager.
• Compose, edit, type, and revise letters, legal documents, various reports, and other material.
• Provide participants with excellent customer service, treating them with dignity and respect, working from a position of Trauma informed practices. Address all complaints and grievances as it relates to direct reports according to policy.
• Learn and master CITC’s program services software myCITC and Apricot. Also learn and master the State of Alaka’s Eligibility Information System to support the team and participant services.
• Provide oversite and supervision to the administrative staff.
• Ensure the creation and adherence of a thorough orientation schedule and work plan for new staff.
• Create staff development and individual learning plans to ensure staff are gaining and maintaining necessary skills for increased performance.
• Compile reports and gather data as needed as assigned by the Director and Administrative Support Manager.
• Record meeting minutes for staff meetings.
• Ensure the timely completion of ordering, stocking, organization and cleanliness of FAD.
• Ensure the timely ordering of supplies and supportive services.
• Ensure regular reconciliation for orders, and ensure orders are expensed to the correct program budget.
• Track expenditures according to annual budget.
• Assist with coordinating program outreach with other FAD teams.
• Work with Human Resources in recruiting, interviewing, and hiring new staff.
• Conduct annual staff performance evaluations.
• Maintain active presence and availability for staff needs.
• Fulfill administrative responsibilities during staff vacancies.
• Work cohesively with other supervisors, managers and teams to ensure quality of service across the department.
• Maintain confidentiality according to regulations, policies, and procedures.
• Schedule, attend and participate in monthly staff meetings.
• Attend internal and external meetings.
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform related duties as needed and assigned.
• Monitor and oversee staff progress of assigned tasks in Apricot, GoTo, Access, eligibility email, etc.[KC1]
• Work with the Admin Support Manager to create action plans that address front desk feedback noted during the Quarterly Continuous Quality Management meetings.[KC2]
• Conduct monthly and/or biweekly supervisions of direct reports.
• Ensure staff complete required annual and CARF trainings.
• Work with the Administrative Support Manger to provide coaching, performance improvement plans and/or disciplinary actions

Job Specifications:

• Excellent verbal and written communication skills including excellent phone and interviewing skills.
• Strong organizational and time-management skills.
• Openness to technical direction and willingness to contribute to planning processes.
• Demonstrated ability to work under pressure.
• Strong commitment to the goals of the overall program and organization.
• Must have strong accuracy skills with attention to detail and fact reporting.
• Demonstrated understanding of traditional Alaska Native and American Indian cultures and values, including an understanding of CITC’s Values.
• Strong Computer literacy with experience in providing program support.
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to prioritize work and work-related responsibilities.
• Demonstrated proficiency in Windows applications (Excel, Word, PowerPoint).
• Adheres to Confidentiality Policy and HIPAA.

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Bachelor’s Degree in Business Management, Nonprofit Management, or a related field. Relevant experience may substitute for degree requirement on a year-for-year basis.
• Minimum five (5) years’ experience providing administrative support.
• Two (2) years of supervisory experience.
• Valid Alaska Driver’s license and insurable under CITC’s automotive insurance which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.
• Continued employment is contingent upon a receipt of a satisfactory state and federal background check.

Physical Requirements:

• Primarily works in an office setting, with extended periods of time at a desk and on a computer.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.